Approve, publish, recall and archive a memo¶

Approval decides whether a memo is ready for publication. Publication makes it available to its saved recipients. Recall withdraws it from use, and archive retains it outside the recipient reading view. These actions have different effects on the communication and on any work started from it.

Availability: The backend implements these lifecycle operations. The current interface contains the action controls and request wiring, but they still need a connection fix and remain unfinished. The steps below describe intended use once that fix is available; deployed operation has not been verified. The steps follow the inspected Final Screens where correct confirmations exist. The current implementation supplies separate Submit and Archive confirmations; the corresponding design work and some recovery states remain open. Design-preview actions do not record changes.

Check the memo before acting¶

Open Correspondence → Memos → Manage, find the memo and choose Open. Confirm its reference, current status, content, sender, recipients and attachments. Review any approval route and follow-up workflow information. Management actions require appropriate authority; a displayed button or being the named sender does not grant it.

Actions depend on the latest saved status. If the page has been open for a while, reopen it before making a decision. Different people may be working on the same memo. Save unsent draft changes before leaving the authoring flow; submitting ends editing for that memo. Cancellation controls may read Keep reviewing in the design or Keep viewing in the current interface; either leaves the confirmation without submitting that action.

Submit a prepared draft¶

From the Draft detail, choose Submit after reviewing the content and recipients. New-memo authoring instead uses Send on its review step. See Write and prepare a memo for that sequence and for recovering when only the draft was saved.

If approval is required, submission moves the memo to Awaiting approval and requests its approval process. If approval is not required, the memo becomes Approved directly. Neither result is publication. A workflow reference may appear after the memo status because the process starts separately.

The inspected submission design stops at the Draft detail without its confirmation and remark entry. The current implementation goes further: Submit opens Send this memo for approval?. Enter the required Note, then choose Send for approval, or Keep viewing to cancel. Reopen the memo and verify its current status. The design correction and hosted verification remain open; the confirmation text does not change the optional-approval behavior described above.

Approve or reject¶

1. Open the memo while it is Awaiting approval and review the decision context and files.
2. To approve, select Approve, enter the Approval remark, then choose Approve memo. Choose Keep reviewing if you are not ready.
3. To reject, select Reject, enter the Reason for rejection, then choose Reject memo. Choose Keep reviewing to leave without that decision.
4. Reopen the memo and check its saved status and history.

Approval makes publication available; it does not circulate the memo. Rejection records the decision and reason. Although the rejection dialog suggests preparing a clearer draft, the current service cannot reopen or edit that same rejected memo. Correspondence staff must decide how to prepare a replacement communication.

A configured approval workflow can also report completion or rejection back to the memo. The memo's management buttons do not by themselves prove that the separate workflow has finished. Avoid inferring the decision-maker's authority from a sample approver name or from the fact that the interface displays an action.

Use concise, meaningful remarks. The current interface and storage limits are inconsistent for longer remarks, so a long explanation may fail even if the form initially accepts it. If needed, put supporting detail in the organization's approved record and use a concise reference in the remark.

Publish an approved memo¶

1. Open the Approved memo and verify the exact recipients and attachments.
2. Choose Publish.
3. In Publish this memo?, enter the required Publication note.
4. Choose Publish memo, or Keep reviewing to cancel the decision.
5. Confirm the memo now shows Published and review the publication history.

Publication resolves department audiences against current active staff information and saves the recipient identities. An unresolved audience prevents publication. A person selected both individually and through an audience receives one saved delivery entry. The recipient view then uses those entries to determine which published communications are addressed to that person.

Published does not prove that recipients have read or acknowledged the memo, that an external email was sent, that a workflow has completed, or that an official record has been filed. If automatic follow-up work is configured, publication requests it separately. The communication can be published while that request is still being processed or investigated.

Start follow-up work¶

From an eligible memo, choose Start workflow. In Start an operational workflow?, select the Operational workflow, add a Workflow note, and choose Start workflow. Keep viewing leaves the memo without making that request.

The service allows this from Approved or Published; both the inspected design and current interface describe only a published memo in their confirmation copy and still need alignment for the Approved entry. This action requests operational work. It is not a way to restart approval.

After requesting work, check for its linked workflow and then follow the workflow's own progress. An accepted request is not proof that the process started. A missing reference can mean processing is pending or failed; do not repeatedly start new work to force it to appear. Ask support to investigate an uncertain outcome before creating another process. The current service does not promise one operational workflow per memo.

Recall a memo¶

1. Open the Approved or Published memo and check that it is the communication you intend to withdraw.
2. Choose Recall.
3. Enter the required Recall reason and choose Recall memo, or Keep viewing to cancel.
4. Verify the Recalled status. If follow-up work is involved, check its status separately.

A previously published memo can remain visible to its recipients as Recalled. It is no longer a current instruction, but recall does not erase what people already read or copied. A memo recalled before publication does not become visible as a recipient communication.

Workflow behavior depends on the memo's saved recall setting. It can request cancellation of active linked work, or allow that work to continue. Cancellation is processed separately; the recall itself does not prove that every process has stopped. Work already completed is not undone. The confirmation in both the inspected design and current interface says active work “will stop.” That statement is too broad: verify the saved recall policy and the separate workflow outcome.

The inspected authoring flow does not provide a verified control for choosing that recall setting. Check the saved If recalled information and ask the responsible administrator to resolve uncertainty before relying on it. Do not treat a sample Stop active workflows label as proof of your memo's actual configuration.

Archive a memo¶

The service can archive any memo that is not already Archived. Archive removes it from the explicit recipient Communication view while retaining it for authorized management access. Archive is not deletion, does not erase attachments, and does not automatically cancel linked workflows. An archived memo may still receive workflow history updates.

The inspected Archive design incorrectly contains the Recall dialog and action. The current implementation supplies a distinct archive confirmation:

1. Open the memo in Manage, confirm its reference and choose Archive if that action is available.
2. Check that the confirmation says Archive this memo?, enter the required Note, then choose Archive memo. Keep viewing cancels.
3. Reopen the memo and verify the Archived status and saved history. Check any linked work separately.

These steps describe the implemented correction; they do not establish that the Figma frame was updated or that hosted operation was tested. If the interface instead asks you to recall, cancel and report the mismatch. Recall is not a substitute for archive.

There is no supported Unarchive action in the inspected memo lifecycle. Confirm organizational policy before archiving, particularly when approval or operational work is still active.

When the outcome is uncertain¶

Use Find and read memos for recipient access and workflow execution for the separate work process. Keep confidential content and access links out of ordinary support messages.